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A probation review is a critical meeting held during or at the end of a new employee's probationary period to formally assess their performance and suitability for a permanent role. A well-conducted review can significantly increase retention rates by up to 30%, based on data from the Society for Human Resource Management (SHRM), by providing clear feedback and aligning expectations early on. This article outlines the essential steps for managers to run an effective probation review that supports new hires and protects the organization.
A probation review is a structured evaluation meeting between a manager and a new employee. Its primary purpose is to determine if the employee has met the pre-defined criteria to pass their probation and transition to a permanent position. This period is mutually beneficial: employers assess a candidate's practical skills, cultural fit, and dedication beyond the interview stage, while the employee evaluates the role and company. Conducting this review before the probationary period officially ends is crucial to avoid any contractual misunderstandings, such as an employee automatically becoming permanent by default.
Why should you invest time in a formal probation review process? This structured conversation is far more than a procedural box-ticking exercise. It serves as a powerful tool for talent retention and early performance correction. For the manager, it's an opportunity to validate the hiring decision, identify any skill gaps that require training, and reinforce the company's performance standards. For the new employee, it provides clarity, reduces anxiety, and offers a platform to voice concerns or request resources. This transparent dialogue can prevent costly mis-hires and foster a positive employer brand from the outset.
Conducting a successful review requires careful planning. Follow these steps to ensure the meeting is productive and fair.
Set Clear Goals Early: Do not wait until the end of the probation period to set expectations. On the employee's first day, provide a document outlining 3-5 key performance indicators (KPIs) for their role. These goals should be Specific, Measurable, Achievable, Relevant, and Time-bound (SMART). This gives the employee a clear target to work towards.
Schedule Mid-Point Check-Ins: Holding an informal check-in halfway through the probation period is a best practice. This allows you to address any issues early and provides the employee with interim feedback, preventing surprises during the final review.
Prepare a Structured Agenda: Approach the final review like a formal performance appraisal. Prepare documented examples of both strengths and areas for development. This ensures the conversation remains objective and focused on observable behaviors and results, not personal opinions.
Foster a Two-Way Dialogue: The tone of the meeting should be supportive, not interrogative. Use open-ended questions to encourage the employee to self-assess. Sample questions include: "How does your experience so far compare to what you expected during the hiring process?" and "What resources or support would help you be more effective in your role?"
To ensure legal clarity and manage expectations, the probationary period and review process must be detailed in the employment contract or employee handbook. This section should clearly define:
Having these terms in writing protects both the employer and the employee and provides a clear framework for the manager conducting the review.
If an employee's performance is unsatisfactory, the review meeting is the time to communicate this decision professionally. Based on our assessment experience, the process should involve:
A successful probation review is a strategic investment, not an administrative task. By setting clear goals, maintaining open communication, and documenting the process, you can make confident hiring decisions, boost employee retention, and build a stronger, more engaged team.
